Hey N siot, This is your One-Stop Shop to Chapter Business Meetings. By the end of your term, you are expected to be an EXPERT on meetings.

Transcription

1 Hey N siot, This is your One-Stop Shop to Chapter Business Meetings. By the end of your term, you are expected to be an EXPERT on meetings. It is your job to make meetings as fun and flowing as possible. Read this guide to help you become a specialist! Good luck!

2 Let s admit that meetings can get boring for members, but our job is to make them fun! A theme is a great way to do this Theme Ideas: movie/tv show: Hunger Games, HP, Phineas and Ferb TV Channel: Disney, Nickelodeon, Treehouse Season: Summer, Winter, etc Chapter Stuff: Mascot, Colours, Cheers A Specific Cause: Cancer, AIDS, Special Needs, Smoking, Abuse Awareness A Holiday: Passover, Rosh Hashanah, Purim, etc. Once you have chosen a theme: ask girls to dress up, or bring something related to the theme, decorate the room, decorate your agenda, take a break and do an activity that has to do with your theme!!! LOL! Always start with the bare bones of each meeting agenda: Opening Ceremonies (with quote from Shomeret Habrit that you chose prior to the meeting) Roll Call Approval of Past Minutes Officer & Chair Reports Old Business Pass motions that were tabled from past meetings Any old business that is not finished OR feedback from part programs New Business Have discussions about planning programs, program ideas, new initiatives; OR Ask girls in advance to make motions for things such as new traditions, chapter swag, a new fundraiser, upcoming programs, etc. Take motions from the floor Announcements (you can add Good and Welfare separately as well) Closing Ceremonies Don t forget the small activity in the middle of your agenda, pertaining to the theme!

3 Let s Get Down To Business!!! *your handy dandy guide to business meetings* Business meetings are essential for a region or council to run smoothly. BBYO is youth led and in order to keep that going, we need to work as chapters and regions to get things accomplished. We have business meetings for a few reasons: (1) to pass new business, things like amendments to the constitution, motions, and programs must all be passed in a business meeting, (2) to go over old business, what was good or bad about old programs, what can be done to make them better, whether or not they should be repeated (3) to keep track of all your officers, officer reports are designed for you, the N siah, to see where your officers are on a regular basis, they are a way to be sure girls are following through on stuff from one meeting to the next. Things to Bring to EVERY Meeting: Red book aka membership manual (complete with opening and closing ceremonies and the menorah pledge mark the pages you will need) Gavel Agenda - complete with new and old business filled out and sufficient copies of motions/ amendments Words to the Hatikvah and an Israeli Flag Menorah Pledge & prayer for world Jewry (in your membership manual mark the pages) Your Pins A quorum of delegates 50% + 1 Lyrics (in your head or on paper) for a song session Confidence with Parli Pro! (check out the next pages for a quick review) A great attitude, confidence in yourself, and a little bit of patience Order of Business: o Opening Ceremonies o Opening Prayer o Menorah Pledge & Prayer for World Jewry o Hatikvah o Roll Call o Presentation/Acceptance of Past Minutes o Officer, Chairwoman Reports o Old Business o New Business (upcoming programs, motions, amendments) o Announcements o Closing Ceremonies o Friendship Circle ** With more than just We Pledge to Thee ** Teach your members new cheers every meeting!

4 Parly Pro You Need To Know: Vocabulary! Body The group meeting to discuss the business at hand. This can be a chapter, region, council, or even the entire organization. Chair The individual presiding over the meeting. This will usually the Godol or N siah of the body. Motion A proposal of action by the body. Second A statement of agreement to a motion that has been presented. Call for Acclamation A suggestion by an individual (or group of individuals) within the body that the body as a whole is unanimously in favor of the current motion. Dissent A statement by an individual that he is against the current motion for some reason. If dissent is not withdrawn, it invalidates a call for acclamation. Amendment- A motion to alter the current motion. Points! Point of Order: When wrong procedure is being used Point of Personal Privilege (aka Point of Bullsh*t): When you have a problem not related to the business, too hot, too cold, can t hear, etc. this is not a way to get the floor to state an opinion! Point of Clarification: NO THIS IS NOT A POINT, people use it all the time and it s NOT REAL. Clarification is to be dealt with during questions and/or discussion. Calls! Call for Order: BBYO has combined two parliamentary devices into one, now referred to as a call to order. It is derived from two very different items: a call for the orders of the day, and calling a member to order. 3 raps of the gavel are the signal for the body to rise. They are used to get your meeting started, end the meeting, or get people quiet and under control. o It is commonly believed that three calls to order in a single meeting renders that meeting invalid, and forces the body to repeat any business completed. There is technically no mechanism in parliamentary law that permits for the reversal of business to such an extreme degree. At most, a third call to order should force an immediate adjournment of the meeting, causing any business currently on the floor to fall to the ground. This mechanism can be a useful tool to restore order in your meeting. Call for Acclamation: To pass a motion without a vote (you as N siah must then call for any dissent, dissent, dissent, if none then everyone is in agreement and the motion clearly passes da da, da da, da da, if there is dissent, you must address it.. keep reading ) Call for the Previous Question: Motion to see whether or not the body is ready to vote on the motion on the floor (it s a way to end discussion and vote right then, it must be seconded and called for acclamation or pass with a 2/3 majority before the vote) (Basic) Motions! A motion to divide the question is a request to split up a motion which has distinct parts into two or more separate motions. A motion to adjourn is just that: a request to the body to close business. A motion to bring (an item) back from the table is a request to revisit some item that was indefinitely tabled at a previous meeting. This motion is only in order during old business.

5 Other than bringing items back from the table, a motion to proceed from Old Business to New Business is largely ceremonial, moving the body from the consideration of unfinished business of previous meetings to new topics. A motion to proceed (also referred to as a motion to close old business, and similar terms) is only necessary when moving from Old Business to New Business; motions are unnecessary to move between other items on an order of business, such as from a roll call to the reading of past minutes so long as you are following an agenda that has been distributed to the body. A motion to recess is a request to pause the meeting for a set period of time. A motion to reconvene is a request to continue the meeting from the point it was interrupted, and is mainly used as a device to make it clear to the body that business has resumed. A member may object to the consideration of a motion (meaning that they do not think that the motion should be addressed at all) by stating that fact. The matter is then handled as a motion requiring a two-thirds majority (no second is required). If the measure is successful, the motion objected to cannot come before the body. This motion must be made before discussion has begun. Forms of Discussion! (note: this section is repeated later on, if you need more clarification) When there is dissent to a motion you may go into questions of wording and intent (some N siot choose to accept questions on wording and intent before asking for a call for acclamation), this is not the time for people to speak for or against the motion (if they do, rap your gavel once and sit them down). The maker of the motion may answer those questions. After a call for acclamation, as a dissent, there may be a motion (which, like any motion, must be made, seconded, and passed) to move into discussion. One type of discussion is pros and cons get an even amount of people to speak on each side, be sure to cap it at a specific number of people and give each person a time limit. Everyone needs to be reminded to speak only of pros and cons to the motion, if they say anything else, make them stop. Cons go first. After everyone has spoken ask for a motion to move into a hand vote or another type of vote. The other type of discussion is called Moderated Caucus (break it down, it means controlled debate), assign a certain amount of time to discuss, say, 4 minutes total and allow each speaker to speak for maybe 20 seconds. Assign people to speak. Girls may say whatever they like for their time, and you should rap the gavel when their time is up. If there is time left over within those four minutes after all the girls chosen so speak have spoken, more speakers may be added to fill the time. Then ask for a motion (made, seconded, passed) to move into a type of voting. Your Role The chair of a meeting has a tremendous responsibility for the keeping of order in a meeting. The chair also has a certain degree of influence on the progression of business. This is because unless the body indicates that it disagrees with the decision a chair has made decisions by the chair stand. Such decisions include limits on discussion and debate (number of speakers, time allotted to each speaker), the type of vote to be used on a particular motion, and the assignment of the floor during a meeting. Because of this influence, the chair of a meeting has certain restrictions on what actions may be taken. The chair may not make or second motions, speak for or against any motion, or express dissent against a call for acclamation. If the chair wishes to take one of these actions, he or she must first pass the gavel. After the item of business has completed (the motion has either passed or failed), the former chair may resume her responsibilities.

6 How to pass a motion! Step one: Determine if the motion is in order: When a motion is proposed, the first thing that must be done is to determine whether the motion is in order- that is to say, whether it is appropriate to address the motion at the given time. A motion is always out of order if: -Another motion is already on the floor, and the proposed motion does not address the current motion in some way. -It occurs at the wrong point in the order of business, such as a motion from the floor being heard during Old Business or an item of the agenda being skipped. -The motion violates the constitution or by-laws of the body, or the laws governing the area in which the body operates. -The motion, or another motion with the same effect, has been previously tabled. After a motion has been made, it must receive a second. A motion which is not seconded may not be considered. Making a Motion: The motion must be made and seconded. It should start with I move that be it resolved that be it constitutionally amended that or Be it recommended that ( I MOTION IS INCORRECT) o Alternatively, you can ask is there a motion off the floor to? Someone from the body should respond It is so moved. Then you may either ask if there is a second or wait for a second to come from a member of the body. If one does not, the motion is not brought to the floor. The maker of a motion may withdraw that motion at any time before action (discussion or voting) is taken on the motion. After action begins, the motion is the property of the body, and cannot be withdrawn. Handling the Motion: Once a motion has been made and seconded, it is brought to the floor by the chair stating the question. Stating the question consists of repeating the motion, in order to make clear what it is that is being discussed. The chair states that there is a motion on the floor to, or makes some similar statement of the question. After the question has been stated, a number of different things may take place: -The maker of the motion may receive questions on wording and intent. -The body can move into discussion. -The body can move into a vote (see Voting ). -There may be a call for acclamation. -The motion may be tabled. -The motion may be amended (see Amendments ). Wording and Intent:

7 Ask for questions on wording or intent of the motion. The questions cannot be opinionated, the purpose is to clarify any confusion, not begin debate. All questions should be directed at the maker or second of the motion and should clarify either the purpose of the motion or the effect of the motion. You, as the chair have the power to stop a girl from asking questions that are not aimed at clarifying the wording or intent of this motion, simply rap your gavel once and ask her to be seated. Discussions: After a motion has been made and seconded, but before a vote has been announced, the body may move into discussion. There are two kinds of discussion that we use in BBYO. o Moderated Caucus: the chair will decide a certain amount of time that will be given to the discussion. For example, 3 minutes of discussion, 20 seconds per speaker. The chair will select speakers and each one may speak freely for the 20 seconds. At the end of each speaker s time, the gavel raps, and the next speaker starts. o Pro\Con: The chair will select an equal number of pro speakers and con speakers. Cons ALWAYS go first. The chair will rap the gavel if the speaker is not saying solely a pro or con. Voting Voice vote all in favor say aye all opposed say nay all abstentions say I love Rachel or oink (or something along those lines if a member is not satisfied with this they can call for a division of the house, then you must move into a hand counted vote. This type of voting should only be used when a simple majority (50% + 1) is needed. It is not appropriate when a 2/3 majority is needed for the motion. Show of hands members raise hands for yes, no, and abstentions. You must count each vote and state the number of votes for the record. By secret ballot use this for extremely controversial motions, motions where there are a lot of choices (ie, choosing a regional mascot), and elections. It is more confidential and very clear. Make sure to have people drop in their vote one at a time. By Acclamation Is there a call for acclamation? Is there any dissent, dissent, dissent? if there is not, the motion clearly passes. o If, however, a member rises to dissent, the body may not proceed. The chair asks the dissenting member to rise and state his or her dissent. Some dissent can be dealt with immediately, used to make some declaration to the body without requiring their action. After making their declaration, the member withdraws his or her dissent. However, a member may also rise to dissent because they desire further discussion, a recorded vote, or time for amendments. If the dissent is not withdrawn and dissent should not be withdrawn by a member if it is not, in some way, resolved the call for acclamation is invalid, and some other action must be taken. Most dissents will request another way of dealing with the motion, such as extended discussion or a hand vote, but a motion that is dissented against may be dealt with in the same way as any other motion. Another call for acclamation, however, is out of order. Tabling a motion: When a motion has been made and seconded, and a member feels that this is not an appropriate time to deal with the motion or they are not ready to make a decision about the motion, she may move to table the motion. When moving to table a motion, the maker must state whether the

8 motion is to be tabled until some specific date, or tabled indefinitely. A motion which is tabled until a particular date may not be brought back from the table (that is, brought back to the body for consideration) until that date, and must be handled in some fashion on the date in question, even if it is only to table the motion again. A motion which is tabled indefinitely may be brought back from the table at any time after the close of the meeting at which it was tabled. o A motion to table is dealt with as any other motion, requiring a second and a majority vote to pass. Amendments An amendment on a motion can be made at any time; so long as the maker of the amendment is recognized by the chair. The amendment must be stated to the body, and if the motion was originally in written form, it is appropriate for the amendment to be written and submitted as well. The maker of the motion has the opportunity to accept the motion as friendly or reject it as and unfriendly amendment. A friendly amendment is generally used to slightly alter the motion or clarify it s stipulations in order to make it easier to pass it cannot contradict the basic purpose of the motion. If the amendment is friendly, it must be brought to the body as a motion within a motion. In other words, the amendment must be dealt with (discussed, voted on) before discussion continues with the original motion. If the maker does not accept the amendment as friendly it cannot be discussed., o Amendments cannot change the intent of the motion; it can only clarify the motion or add slight clarifications. Types of Motions A motion to or for Second? Majority? Debatable? Reconsider? accept (a received report) Yes Simple or 2/3 Yes Yes adjourn Yes Simple No No amend (alter a motion on the floor) Yes Simple Yes Yes appeal (disagree with chair s decision) Yes Simple Yes Yes call for the orders of the day No Two-Thirds to Ignore, not debatable refer an item to committee Yes Simple Yes Yes divide the question Yes Simple Yes No object to the consideration of an item No Two-Thirds Yes Only to confirm Objection recess Yes Simple Maybe No reconsider (a previous decision) Yes Simple Maybe No reconvene Yes Simple No No table (a motion on the floor) Yes Simple Yes Only to overturn No take (a motion) from the table Yes Simple No No the previous question Yes Two-Thirds No Only if no vote taken yet Sing and dance at the end the Motion Passes song is awesome and the mini dance party will make you feel great!

9 Ways to Spice it Up: Have a theme for your meeting, (example, bedtime business meeting: have everyone wear pajamas, suggest that your Katvanit do the minutes bedtime story style, bring teddy bears, use pretty nighttime fonts on your agenda, play lullabies in the background ) Plan a mini program for a mid-meeting break. It s great to split up the business with a game or top ten list writing after officer reports. You can have officers or 6 fold chairs plan the miniprogram (like 10 minutes) or you can plan it yourself. Little things like mad libs, top 10 list writing, stand up comedy, freeze tag, yoga, 7 th inning stretch, love note writing to your AZAs, coloring books, sing-a-longs, hide and go seek, etc. Go all out for your song session. (Don t just sing We Pledge to Thee add Shnoogling Mmm I Wanna Linger BBG Pep Song Identity From East to West Hey Gang Sha-booya (clean ones please ) Hey Girl, Do your thing Lean on Me and your region s cheers!! Make your agenda PRETTY use fonts, add pictures, stickers, quotes, have spaces for top ten list writing, use colored paper, hand out markers Keeping Things QUIET: Entertain your region Keep them on their toes, throw in a BBG Energy Check, give them playdoh (but take it away if they get noisy), hand out markers and paper and have them write their random comments instead of saying them, or have them write to their regional counterparts instead of talking, there s also the every-popular Mashguicha (sergeant at arms/parliamentarian/ shush-er) with a squirt gun tactic, give them lollypops or other non-messy hard candy (unless your region gets on easy sugar highs), or other incentives to keep them from talking during your business. RELY ON YOUR MASHGUICHA Her job is focused on parli pro and keeping the body quiet, if she s not doing a great job, let her know, give her suggestions, and do your part to help her out. She s there to make your life easier, help her be assertive and get her job done! Visitors every once and a while you ll have people that want to join you in your meeting. It s your call as to whether or not you want them there. Your regional beau is usually ok, by electing him beau you have accepted him into your region of the B nai B rith Girls. If they re going to be disruptive, just say no. Let them know before they decide to come in that if they are a distraction you will ask them to leave. Be confident about it; let them know you re not kidding and really do ask them to go if they are disruptive.